RiversideCa.gov

RiversideCa.gov

Department Name

Applicant Training

As of November 22, 2013

ePlan Review

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ePlan Review is a workflow

management system designed to

provide a very efficient plan checking

process while saving applicants

significant time and money associated

with the traditional paper submission

process.

What is ePlan Review

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Starting an ePlan Review The ePlan Review application link is on the CDD, Building & Safety and Planning websites. ePlan Review can be initialized online by any applicant or it can be administratively added to a current paper permit or project. ePlan Review starts with an application. Click the button to access the application page.

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Application Page

The application page provides a brief description of the ePlan Review process. Scroll to the bottom of this page to view the application options.

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Application Options

Plan review normally submitted to the Building and Safety Division

Plan review normally submitted to the Planning Division

Access to ePlan Review after a permit or project number has been assigned

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Submitting to Building & Safety The application for Building & Safety is being used for this demonstration. The same procedures apply for the Planning application. The information fields are very similar to the information requested by Building & Safety’s front counter: location, applicant info, owner info and project description Complete the application form for the Permit/Project.

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Building & Safety Application Cont.

An email is required for all ePlan Reviews. This account will be used to communicate the status of the project and to request information. If the owner is not the same as the applicant, the owner’s email can also be added to the application to have equal access to the permit or project.

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After Submitting the Application Upon submitting the application, the screen will refresh with this confirmation message.

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Confirmation Message

You will receive a confirmation email to the address included on the application that the request for ePlan Review was received by the City. Please allow 24 hours to receive an invitation to ePlan Review or a request for additional information.

If you do not receive this confirmation email, please contact 826-5371. Most likely, the application form contained an invalid email address and the application process will be to be repeated.

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What Happens Next

City Staff will receive an email to review the online application. • Less information than needed = a staff will contact the applicant

for additional information • Project is not required/outside of the City’s boundaries, etc. =

staff will reject the application and email the reason to the applicant

• Information is sufficient to start the permit application = staff

will assign permit number and send an invitation to ePlan Review

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ePlan Review Invitation email

Permit number

Temporary Password

Link to ePlan Review

All new permits and projects in ePlan Review will start with an email invitation into the software. A user account will be established for each email address. For first time users, the invitation will include a temporary password and a link to the ePlan Review software. If your company has multiple users, they can have multiple accounts. Existing ePlan Review users will receive invitations to new projects but will not receive a temporary password.

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First Time Users

Install the ProjectDox Components

Turn off Pop-Up blocker

Internet Explorer 10 will need to run in Compatibility Mode

ePlan Review needs to add a few components to your computer to operate effectively.

The following screens are representative of the installation process, your experience may vary depending on your browser and computer settings.

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Downloading Components

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Downloading Components Cont.

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Downloading Components Cont.

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Add to the Desktop

To add the software icon to your desktop

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Add to Favorites List

To add the software to your internet browser’s list of favorite sites

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Access ePlan Review

Same email as used for the application

Password

The e-mail is the same as provided on the application and the same account that received the invitation email. The password is the temporary one provided (new users only). If you forget your password, use the Forgot your password link. If you experience difficulty accessing your account, please call 826-5371.

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Setting up a User Account

Change temporary password & set security question and answer

Account details

Provide a new password and establish the security question and answer. If your account locks out, call 826-5371 to request assistance.

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Adding Files

Sample email:

Staff will prescreen each application prior to requesting applicants upload the plan files and documents for the permit or project. You will receive an email when ePlan Review will accept documents. This option will be turned off during the plan check process and turned back on for re-submittal. Click the Project Access to log into the project noted in the email. If desired, click Login to ProjectDox to access your account. All projects you have started or have been invited to will be in your account.

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Adding Files Cont.

Sample dashboard in ePlan Review:

Click the project to open the folders.

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Adding Files Cont. Select the appropriate file folder for each document type.

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Adding Files Cont.

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Adding Files Cont.

Drag into the box or

Browse your computer to select

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Adding Files Cont.

The files to be uploaded will be listed in the Selected Files box. When ready, click Upload.

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Confirm Upload Complete

Sample email:

You will receive an email requesting confirmation that the files loaded into the project are the complete set needed for submission. This process is how you communicate with staff that you are ready to begin the plan check process.

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Starting the Plan Review You will see the files uploaded for the permit or project. When you are done loading, click the Tasks and Workflow option. Tasks and Workflow tell ePlan Review that you have completed uploading the necessary files.

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Starting the Plan Review Cont. This screen will appear for you to advise that you are done submitting files. Upload Complete will tell City Staff that they need to begin the plan review process. Save and Close is equal to saying “save what I have done, but I am going to come back later to add more”. Until Upload Complete is selected, the project status will remain with the applicant.

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Plan Review Pre-Screening

City staff will review the drawings and documents for pre-screening. Pre-Screening will check for receipt of all needed documentation (plan drawings, calculations, etc.) and advise the applicant of fees due. Upon receipt of all required information and the payment of fees due, staff will route the permit or project to the applicable review disciplines.

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Plan Check

Each reviewer will have the opportunity to review, make comments, request changes, and/or provide conditions to the applicant. Upon receipt of confirmation that all required reviewers have completed the plan check, the list of comments, corrections and or conditions will be sent by City Staff to the applicant via email. The applicant will have access to review each mark up and make the required adjustments to the plan or documents. Applicants have access to upload new files to the permit or project. Re-submittal of a file must have the same file name as originally submitted. ePlan Review will version each file providing plan check staff with a fast, efficient review process.

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Review Corrections This sample email advises that the plan check process has been completed and corrections are needed. Access the project to view the corrections.

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Accepting the Task for Corrections

Tasks and Workflow will start the process

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Accepting the Task for Corrections

Cont. Click OK to accept the task. This feature allows companies to have multiple staff members or other vested parties involved in the project. Accepting the task moves the workflow responsible to the user clicking OK.

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Viewing Changemarks The workflow will show the changemarks requested by all of plan check review staff involved in the project. Click into the files to view the markup, the details will be listed on the same line as the thumbnail image.

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Project Status when Pending

Corrections

The status of the workflow will change back to the applicant to re-submit files.

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Uploading Corrected Files

The process to upload file is exactly the same as the original file upload. Revised files MUST use the same file name, orientation (portrait or landscape) and scaling for re-submission.

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Confirmation of Re-submitted Files

Using the same name creates a versioning process, the most recent always on top, and makes for a much faster plan review process. Uploading revised files with new names will create a formal correction to submit under the same file name.

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Complete the Re-Submission

When all of the corrected files have been loaded, you will need to advise staff that your portion of the process has been complete. Click the Tasks & Workflow button

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Completing Re-Submission

A very similar form to one used for the first submittal will require confirmation from the applicant that they are done uploading files. Scroll down this form to the screen listed in the next slide.

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Final Step for Re-Submission At the re-submission stage, the workflow will require confirmation that the checklist items were met. When done, click Complete, to advise staff that the resubmitted files are ready for plan checking. If additional corrections are needed from the first submittal, the same cycle will repeat until the project is deemed approved. Approved permits and projects are Stamped.

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Stamped Plans An email will be sent to the applicant(s) advising that the permit or project has been approved and stamped. All approved files will be moved to a file folder in the project labeled “Approved files”. The stamped plans will include the permit or project number. All approved files will be available for downloading by the applicant(s). For Building permits that will require a Building Inspector visit, a set of approved plans must be printed and provided to the Inspector at the time of inspection.

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Quick File Standards

ePlan Review accepts all file types. Drawing files must be uploaded as single page files. A file naming convention is under construction, please use file names that help the reviewers quickly find the data they need. Re-submitted files MUST use the same name, the same scale and set to the same orientation (either portrait or landscape) as the original files. This helps provide an immediate versioning of the files for faster plan review.

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Tech Trouble Shooting

Turn OFF pop up blockers for the site www.riversideca.gov/eplans Pop Up Blocking is controlled by the tools of your internet browser under Internet Options, Privacy tab, Turn Off Pop-up Blocker If using Internet Explorer version 10 (check by selecting Tools on your internet browser, then About Internet Explorer), it must be operated in compatibility mode. When on the website www.riversideca.gov/eplans click the Tools option for the internet browser, select Compatibility View Settings, then add Riversideca.gov to the Compatibility View website.

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Questions

Who to Call: Building & Safety Division Front Counter (951) 826-5697 Planning Division Front Counter (951) 826-5371 ePlan Review Carlie Myers (951) 826-5495